Personal Assistant (Sizewell C)

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Personal Assistant (Sizewell C)
RullionSizewell C

Job Responsibilities

• Provide a professional, accurate and reliable PA and administration support service to the HR Leadership Team along with administrative assistance to the extended Directorate in agreement with the Executive Assistant to the Chief People Officer
• Complex diary management and organisation, including complex and frequent travel management and liaison with a wide range of stakeholders across multiple projects in both the UK and France.
• Communicate decisions and message from the Directorate, resolving or escalating enquiries.
• Take an active role in prioritising and preparing materials for the HR Leadership Team to ensure their work is planned effectively with the necessary materials available.
• Obtain / disseminate information to / from senior management and external representatives.
• Receive and screen correspondence, calls and visitors, in accordance with the HR Leadership Team's priorities.
• Provide diary and itinerary management, preparation of meeting packs
• Updating and ensuring all contact lists are current
• Ensure accurate and efficient document management and classification in line with SZC procedure.
• Effectively use appropriate IT systems to facilitate the preparation of reports, statistics, presentations and other information for the portfolio.
• Maintain data/records so that information is readily available and easily accessible
• Provide/organise office services such as reprographics, binding, etc
• Arrange meetings and co-ordinate the booking of rooms, arrange travel, accommodation, pool/hire vehicles and hospitality as required
• Administer the ordering and payment of goods and services utilising the recognised IT system
• Arrange dinners, external events and conferences, liaising with HMG and MPs and other senior dignitaries as necessary
• Liaise with Finance to ensure invoices paid etc and maintain (local) cost record
• Maintain confidentiality of all information
• Keep in touch with the team members when they are out of the office and report issues/ take actions for response
• Respond to phone/email enquiries to/ from wide range of external parties etc
• Prepare letters, documents, ensure reports are well presented with attention to detail
• In conjunction with the EA to The CPO, keep up to date training/induction logs on all HR team members and liaise with the HR Training Team
• Understanding of Project Management Process
• Support other PA's in the project as necessary to manage peaks of work and short term absences